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Best Practices for Implementing a Hosted Email Solution

Many businesses are under pressure nowadays to meet the increased demand for technology while working with limited technology budgets. One of the ways that businesses are saving on costs while increasing productivity is through the implementation of a hosted email solution. A hosted email solution, such as Microsoft Exchange, allows businesses to increase productivity without having to invest in costly infrastructure.

With hosted email, you can use email configurations which are complex and can be used with a variety of mobile devices as well as onsite. When you implement a hosted email solution, your email and data is securely stored on a remote platform which is maintained by your email hosting provider. The hosting service provides redundancy and security while your business enjoys the benefits associated with business class email services.

Effective Migration to Hosted Email

When you implement a hosted email solution, the migration to the new system means that you will be replacing your current infrastructure with an infrastructure that is provided by the hosted email provider. You can obtain business class email services on demand and perform customized configurations just as you would on an in-house infrastructure except the hosted email provider maintains the infrastructure from a remote location.

When migrating to a hosted email solution, there are a number of concerns which should be addressed by your hosted email provider. Some of these concerns include:

  • Assessment of Your Current Configuration: The hosted email provider you choose will assess your current infrastructure and configuration to begin to determine a predefined path for migration to a hosted email solution. At this point in the implementation process it can also be determined what services can be implemented to enhance business productivity and communication.
  • Review of MX Record Migration: MX records are Domain Name Server records that define the server hosts responsible for accepting mail for a specific domain. You must review the MX records associated with your domain you to ensure proper migration and correct email acceptance both internally and to external servers in outside locations. The mail server must be connected to the Internet in a way that enables your mail recipients to successfully receive email messages.
  • Data Migration: To ensure successful data migration the proper methods must be determined by reviewing the current system data and the methods which will be needed to prepare the data for the new system. The specific methods used for migration are determined by the particular systems which are being used and how well the data formats will migrate to the new system.
  • Configuration and Testing: Once migration has taken place a configuration test is performed to identify any potential problems with the new infrastructure. The test will check for port conflicts, outgoing mail errors, security issues, and other components associated with the hosted email solution. The test will confirm that everything is running as it should or it will indicate a specific problem to be addressed.

Depending upon the individual needs of your company, there may be other necessary measures that should be taken to ensure successful implementation of a hosted email solution. Your hosted email support team will provide assistance every step of the way to reduce the risks that are associated with migration to a new hosted email system.

If you considering a business class hosted email solution for your company, contact Thrive Networks to learn about the different options we have available.